Consultancy -Administrative Associate (Maternity Leave Coverage), Facilities and Administrative Services Branch, UNFPA

Job Description
Duration
: 6 months with the possibility of extension

Purpose of consultancy:
The Administrative Associate is a subject matter expert on Common Services and Administrative policies and processes for UNFPA. S/he plays a leadership role in the provision and oversight of administration support services for the Programme Division (PD), the Independent Evaluation Office (IEO), and other HQ staff located in Nairobi (together in UNFPA Kenya HQ). The United Nations Office in Nairobi (UNON), serving as a Common Back Office (CBO), provides local support services to various UN agencies situated in Nairobi and the Administrative Associate plays a key role coordinating and assuring service provision to UNFPA Kenya HQ.

Primary functions include:

• Coordinate service provision by the UNON Common Back Office to UNFPA Kenya HQ
• Coordinate communication between FASB HQ, UNON and UNFPA Kenya HQ
• Coordinate administrative support to the UNFPA Kenya HQ office including effective facilities management, protocol management.
• Coordinate asset management of UNFPA Kenya HQ

office

• Coordinate administrative building management and general administrative support
• Assist in other areas of Administrative and Common Services as required

Within the broad scope of work as outlined above, the consultant is expected to deliver relevant activities on a timely basis, reliably and accurately throughout the consultancy period. Specific deadlines, reports/deliverables will be on need basis and communicated accordingly.

Deliverables:
The Consultant would be responsible for:

• Serving as a liaison between UNFPA Kenya HQ and UNON (CBO) Ensure UNFPA requests to UNON are properly coordinated, tracked and monitored:

 Facilities management such as building maintenance, cleaning services, office furnitures, maintenance of utilities, reception services or catering services

 General admin such as Mail and Pouch, copying and printing

 Managing offices badges

 Protocol management such as residents card for new international staff & dependents, custom exemption, shipment of personal effects for relaxation, staff vehicles/driving license

 Utilities management and staff welfare space (building management)

• Serving as a liaison between UNFPA FASB and UNON (CBO)

Coordinates effective communication between FASB and UNON to ensure proper clearances are obtained in the following aspects:

• Real Estate portfolio management and facility planning
• Office lease contract management
• Office space and parking space management
• Provide effective administrative management

In close collaboration and under the guidance of FASB, the Consultant coordinates, tracks and monitors effective administrative management in the following areas:

• Conduct asset annual physical count and submit certification
• Manage non cap book for UNFPA Kenya HQ
• Submit Global Service Desk (GSD) for additions, disposals, adjustment to Cap Asset book to FASB
• Other duties
• Provide general administration support to UNFPA Kenya HQ such as assisting colleagues in liaison meetings and conference arrangements
• Produce an annual report on service delivery performance from UNON CBO
• Undertake other duties as may be required by the Business Operations Specialist or Chief FASB

**Required Expertise and Qualifications:

Education:**
Completed Secondary Level Education required. First level university degree in business administration, public administration, finance, logistics or a related field desirable.

Knowledge and Experience:

• Minimum 6 years of experience, preferably with experience in administrative management and/or administration services, ideally including client facing roles.
• Experience in roles involving handling competing priorities and time sensitive deadlines is desirable.
• Expert knowledge in the usage of computers and office software packages (MS Office, Google Suite, etc.). Experience in handling web based management systems is a plus.
• Experience with an ERP (Enterprise Resource Planning) is desirable. Knowledge of Quantum ERP is a plus.
• Experience with service ticketing systems

Languages:
Excellent command of the English language is required; The incumbent must demonstrate the ability to effectively communicate at all levels in both oral and written presentations, since the role is client facing.

How to Apply:
Please send your application and a short letter of motivation with "Short term consultancy -

Administrative Associate" on the subject line and email the resume to , by Monday, November 17th, 2025.

About UNFPA
We promote gender equality and empower women, girls and young people to take control of their bodies and their futures.

Learn more